Office Manager

The Office Manager is a key operational role responsible for the day-to-day administration, financial coordination, records management, facilities oversight, membership support, and event logistics for Main Street and the Heritage Center. This position helps ensure that the organization’s office, financial processes, building operations, community programs, sponsor ships, and public events run smoothly and professionally. The ideal candidate is organized, dependable, detail-oriented, comfortable handling confidential financial information, and able to balance recurring administrative work with deadlines related to events, funding, reporting, and nonprofit compliance.

• Salary Range: $40,000-$47,000

Core Responsibilities

Office, Building, and Administrative Operations

• Manage daily office operations, including phones, copier services, office supplies, internet/cable services, insurance-related administration, printed materials, and other vendor relationships.
• Oversee operational needs for the Heritage Center building, including routine inspections, maintenance requests, repairs, cleaning services, utilities/water services, and vendor scheduling.
• Maintain the Heritage Center calendar and coordinate building use by community groups and internal meetings.
• Communicate building schedules and Main Street meeting information to Heritage Center partners.
• Order organizational materials such as branded envelopes, thank-you cards, board name badges, plaques, awards, and event supplies.

Financial Administration and Recordkeeping

• Process accounts payable, prepare checks, and coordinate required approvals and signatures.
• Make bank deposits, accurately enter transactions in Quick Books, maintain deposit documentation,and ensure records are complete and current.
• Process payroll and payroll-related payments according to established schedules and deadlines.
• Prepare and submit recurring tax and compliance filings, including payroll tax, sales tax, quarterly payroll reports, annual state reports, charitable solicitation registrations, and other required filings.
• Reconcile Main Street and Heritage Center bank accounts monthly and provide reconciliations and financial documentation to the Treasurer.
• Prepare monthly financial reports, including balance sheets and profit-and-loss statements, and review them for accuracy prior to distribution.
• Maintain organized financial records, contracts, W-9 forms, invoices, payment documentation, and vendor files.
• Assist with financial information and documentation needed for annual city, county, and Heritage Center funding requests.
• Coordinate monthly invoicing and deposits related to the Heritage Center’s partnership funding.

Board, Committee, and Organizational Records

• Coordinate board and committee meeting logistics, including calendar invitations, meeting minutes, agendas, financial packets, room arrangements, and meals when needed.
• Maintain and annually update key organizational records, including board and committee rosters, bylaws, letterhead, calendars, donor and business records, and state-required documentation.
• Maintain up-to-date records related to downtown businesses, property owners, building owners, business boundaries, and open/closed businesses.
• Support the Executive Director, Treasurer, Board of Directors, and committees with administrative reports and documents.

Downtown Business Membership Support

• Maintain accurate downtown business membership and directory records.
• Issue membership invoices and manage online payment processes.
• Support member website accounts and coordinate updates with the organization’s marketing team.
• Coordinate updates to downtown maps with designers and printers; track map orders and deliveries.
• Serve as an administrative liaison between downtown businesses and the marketing team.
• Maintain donated gift cards and related records for promotional giveaways.

Event Administration and Operations

• Support the planning, financial administration, sponsor coordination, volunteer needs, vendor management, and on-site operations for major events, including Friday Night Live, Celebrate
• Christmas, Saturday Market, Taste of Rutherford, and other organizational programs.
• Prepare and…